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Assigning User Roles and Permissions - User Guide

Nicola Bootes

Overview

User roles and permissions determine what features and functionality a user can access within the system.

Depending on the level of access required, a user may need to be assigned one or more roles or permissions. These are managed through the Employee record in the Directory.

This guide explains how to assign roles and permissions to a user.

Assigning the correct roles ensures users have the appropriate level of access while maintaining system security and control.

For more information about the permissions associated with each role, refer to the Roles & Permissions  guide.

Assigning Roles and Permissions

Follow the steps below to assign roles or permissions to a user.

Step 1: Access the Directory

  1. Navigate to the Directory
  2. Select Employees

This will display a list of all employees configured within the system.

Step 2: Locate the User

  1. Find the employee whose access needs to be updated
  2. Click on the user’s name to open their employee record

Step 3: Open the Employee Update Screen

  1. Click Update
  2. Select Employee
  3. Click Update Employee

This will open the employee configuration screen.

Step 4: View Permission Settings

  1. Click Actions
  2. Select View Permissions

The Permissions screen will appear, allowing you to assign the appropriate roles and permissions.

Step 5: Assign Roles and Permissions

  1. Select the relevant roles or permissions required for the user

You must assign at least one role with the (System) tag. This ensures the user has the required system-level access to operate within the platform.

Step 6: Save the Changes

Once the appropriate permissions have been selected:

  1. Review the permissions assigned

  2. Click Save in the bottom right corner

The updated roles and permissions will apply immediately.

Best Practices

  • Assign only the permissions required for the user’s role

  • Ensure at least one role with the (System) tag is selected

  • Review permissions periodically to maintain security and compliance

Incorrect permission settings may prevent users from accessing required features or may grant unintended access.